Outlook is big, powerful and flexible but it can also be confusing. We always find that people have an idea of how to compose mails through Outlook they may not know how to use it effectively .

I’d like to share with you some tips about Outlook in this post.

Shall we get started?

1.How to check your Outlook folders' sizes

2.How to export your Outlook contacts to a CSV File

3.How to get reminded to reply to a message in Outlook

4.How to write a message using a specific message format in Outlook

5.How to see total (Not Just Unread) inbox message count in Outlook

6.Restore Outlook mail, contacts and other data from a backup

7.How to create a distribution list in Outlook

8.How to filter one sender's mail to a certain folder automatically

9.How to forward multiple messages individually in Outlook

10.How to save multiple attachments at once with Outlook

11.How to change default language in Microsoft Outlook

12.How to turn on the Out of Office Assistant

13.How to use categories to track items in Outlook

14.Add voting buttons to a message

15.Outlook shortcuts

How to Check Your Outlook Folders' Sizes

Is your outlook very slow?

Has handling email in Outlook become slow and heavy, or is your hard disk shrinking and you suspect the ten thousand emails with their twenty thousand attachments might be involved?

But which folder is to be blamed, where do the big emails hide? Fortunately, Outlook comes with a small tool that lets you find out exactly how much space each folder occupies.

Check Your Outlook Folders' Sizes

To see the size of your Outlook folders:

Select Tools | Mailbox Cleanup... from the menu.

Click ‘View Mailbox Size’

How to Export Your Outlook Contacts to a CSV File

If you move from one email program to the next, you don't want to leave your contacts behind. While Outlook stores everything including mail and contacts in a complicated file, exporting your contacts to a format that most other email programs and services can understand is pretty easy.

1.Export Your Outlook Contacts to a CSV File

2.To save your contacts from Outlook to a CSV file:

3.Select File | Import and Export... from the menu.

4.Make sure Export to a file is highlighted.

5.Click ‘Next >’.

6.Now make sure Comma Separated Values (Windows) is selected.

7.Click Next > again.

8.Highlight the Contacts folder.

9.Click Next >.

10.Use the ‘Browse...’ button to specify a location and file name for the exported contacts. Something like ‘Outlook.csv’ or ‘ol-contacts.csv’ on your Desktop should work fine.

Click Next > (once more).

Now click Finish.

How to Get Reminded to Reply to a Message in Outlook

Messages that I do not deal with instantly tend to get forgotten for quite some time. Unfortunately, sometimes I forget to answer a mail until it's too late.

1.Get Reminded to Reply to a Message in Outlook

2.To make Outlook reminded you to reply to an email:

3.Right-clicking on the message you want to set the reminder for.

4.Select Follow Up | Add Reminder... from the menu.

5.In Outlook 2000-2003, select Flag for Follow Up from the context menu.

6.Choose the date when you have to completed the task.

7.Click OK.

How to Write a Message Using a Specific Message Format in Outlook

1.To compose an email using a specific format in Outlook:

2.Select Actions | New Mail Message Using from the menu in Outlook.

11.Choose the desired format.

How to See Total (Not Just Unread) Inbox Message Count in Outlook

To have Outlook show you the total number of messages in any folder, say your Inbox, instead of just counting the unread emails:

1. Open the desired folder, for example your Inbox, in Outlook.

Select File | Folder | Properties for "folder name" from the menu.

2.You can also click on the desired folder with the right mouse button and select Properties from the context menu

3.Go to the General tab.

4.Make sure Show total number of items is selected.

Restore Outlook Mail, Contacts and Other Data from a Backup

1.To restore your mail, contacts and other data from a backup copy of an Outlook PST file:

2.Select File | Import and Export... from the menu in Outlook.

3.Select Import from another program or file.

9. Highlight Personal Folder File (PST)

10. Click next again.

10. Now use the Browse button to select the backup copy of the PST file you want to recover from your backup location.

11. Make sure Replace duplicates with items imported is selected.

12. Click Next.

13. Finish the import process with Finish.

How to create a distribution list in Outlook

ØAdd Members to a Distribution List in Outlook

On the File menu, point to New, and then click Distribution List.

In the Name box, type a name.

Click Select Members.

In the Show names from the list, click the address book that contains the e-mail addresses you want in your distribution list.

In the Type name or select from list box, type a name you want to include. In the list below, select the name, and then click Members. Do this for each person you want to add to the distribution list, and then click OK.

If you want to add a longer description of the distribution list, click the Notes tab, and then type the text.

The distribution list is saved in your Contacts folder by the name you give it.

How to change the language settings in outlook

ØChanging the Language

Go To Outlook->Tools->options

1.) Click Mail Format
2.) Click Editor Options

3.) Click Popular on the left
4.) Then Click Language Settings
5.) Here you will be able to change the default language Go to top

A category is a specific word or phrase that you can use to group your Outlook items so you can easily find them later

Outlook has a predefined set of categories. However, you do have the option of creating your own categories if the existing ones do not meet your requirements. So as an alternative, by performing a few simple steps, you can create your own custom categories.

ØCreate a new category

ØOutlook view

Add voting buttons to a message

1.In the message, click Options.

2.Select the Use voting buttons check box, and then click the voting button names you want to use in the box.

3.To create your own voting button names, delete the default button names, and then type any text you want. Separate the button names with semicolons.

4.Under Delivery options, select the Save sent message to check box. To select a folder other than the Sent Items folder, click Browse.